Privacy Policy
This Privacy Policy explains what information Austin App Solutions LLC (“we”, “us”, “our”) collects when you use CollegeSend — the website at collegesend.com and the “CollegeSend for Gmail” Chrome extension (together, the “Service”) — how we use it, and the choices you have. By using the Service you agree to this policy and to our Terms of Use.
1. Not affiliated with Google
CollegeSend is an independent product of Austin App Solutions LLC. The words “for Gmail” describe where the extension works; they do not mean that Google LLC makes, endorses, sponsors or supports it. Gmail, Google, Chrome and the Chrome Web Store are trademarks of Google LLC. Your use of Gmail and your Google account is governed by Google’s own terms and privacy policy, not this one.
2. What CollegeSend does — and does not do — with your mail
CollegeSend helps student-athletes organise recruiting emails to college coaches. Every email is written, reviewed and sent by you, inside Gmail, using Gmail’s own Send button.
- We never read your mailbox and never send mail on your behalf. Signing in with Google asks only for your identity (name, email address and profile picture). We do not request, and cannot use, any Gmail permission.
- The extension works within the Gmail page you already have open. It adds a panel and compose-window buttons, fills in recipients and templates you choose, and checks that a draft has no unfilled
{{fields}}before you send it. That checking happens in your browser. - After you send an email that you started from an outreach, the extension records that it was sent and Gmail’s identifier for the conversation (the “thread id”), so the outreach can show progress. The subject and body of your emails are not sent to our servers.
- Emails you start from an outreach include a tiny image so your board can show when a coach opened the email. The image reports only that it was loaded, when, and the kind of mail app that loaded it — nothing about the coach beyond the email it belongs to, and nothing from the coach’s mailbox. Ad-hoc emails you write without an outreach carry no image.
3. Information we collect
Account information. When you sign in with Google we receive and store your name, email address and Google account identifier. We do not receive your Google password.
Information you enter. The Service stores what you put in it: your athlete profile (such as graduation year, high school, club team, position, height, weight, GPA, test scores, links to film and transcripts, phone number, hometown and email signature); the colleges and coaches on your board, including coach names, titles and email addresses, and your notes about them; your email templates; the values you type for template fields; and your outreach and its status.
Information from Gmail, via the extension. As described in section 2: which outreach emails have been sent and their Gmail thread ids. The extension also reads the Gmail address of the mailbox you are viewing so it can show the right account’s board.
Technical information. When you sign in we record the browser (user agent) and IP address of the session so you can be signed out of a device and so we can detect misuse. Our hosting provider keeps standard server logs.
Cookies and browser storage. The website uses a sign-in cookie and browser storage to keep you signed in and to remember your display preferences. The extension keeps its sign-in in Chrome’s extension storage. We do not use advertising or cross-site tracking cookies.
Analytics. We use Google Analytics to count visits and see which pages get used, so we know what to fix and what to write next. It sets a first-party cookie and sends Google the pages you view, your device type and an approximate location worked out from your IP address. We have turned off Google Signals and ad personalisation, so none of it builds an advertising profile or follows you to other sites, and we never send Google your name, your email address, your board or anything you type. Blocking analytics changes nothing about how the Service works.
4. How we use information
- To provide the Service: show your board, fill templates, track outreach progress.
- To keep you signed in and secure your account.
- To respond when you contact us.
- To maintain, debug and improve the Service.
- To see how the website is used, counted together rather than person by person, so we can improve it.
- To comply with law and enforce our Terms.
We do not sell your information, and we do not use it for advertising.
5. Google user data
CollegeSend’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. The only Google data we receive is the basic profile information described above. We use it solely to identify you and operate the Service; we do not transfer it to others except as needed to provide the Service, to comply with law, or as part of a merger or acquisition; we never use it for advertising; and no human reads it except with your consent, for security purposes, or to comply with law.
6. Sharing
We share information only with service providers that help us run the Service, and only for that purpose:
- Amazon Web Services hosts the Service and its database in the United States.
- Google LLC provides Sign in with Google.
- Google Analytics (Google LLC) counts visits to the website, as described in section 3. It does not receive your name, email address, board, templates or outreach.
- Stripe processes membership payments. When you join, Stripe receives your name, email address and the plan you chose, and handles your card on its own pages under its own privacy policy; we receive confirmation that a payment succeeded or failed and never see your card number.
- InboxSDK (Streak) provides the library the extension uses to work inside Gmail. It may receive technical error reports from the extension. It does not receive your board, profile or emails from us.
We may also disclose information if required by law, to protect the rights, property or safety of Austin App Solutions LLC, our users or others, or in connection with a merger, sale or reorganisation of our business, in which case this policy continues to apply to it.
7. Coaches’ information
Supplied Contact Information. The Service may supply the names, titles and email addresses of college coaches and athletic staff (“Supplied Contact Information”). Supplied Contact Information is obtained exclusively from publicly available sources — principally the official athletics websites and staff directories of the institutions themselves — where the institution or the individual has published it for the purpose of being contacted. We do not supply any email address that has not been made public by the institution or by the individual to whom it belongs, and we do not obtain contact information from private, purchased, scraped-from-private or otherwise non-public sources.
User-Entered Contact Information. Any other contact information on your board — including any personal or non-public email address that a coach or other person gives you directly — is entered by you (“User-Entered Contact Information”). User-Entered Contact Information is stored only in your account, is used solely to address the emails you choose to write, and is never added to Supplied Contact Information, shown to other users, or otherwise disclosed by us except as described in section 6.
You are responsible for using all contact information lawfully; see the Terms of Use. A coach or institution who wishes to have Supplied Contact Information about them corrected or removed may contact us at support@austinappsolutions.com.
8. Children and students
CollegeSend is built for high-school student-athletes, many of whom are under 18. The Service is not directed to children under 13, and we do not knowingly collect information from anyone under 13. If you are under 18, you may use the Service only with the involvement and consent of a parent or guardian, who agrees to these terms on your behalf. If you believe a child under 13 has provided us information, contact us at support@austinappsolutions.com and we will delete it.
9. Retention and deletion
We keep your information for as long as your account exists. Sign-in sessions expire and are removed automatically. You can delete colleges, coaches, templates and outreach at any time in the app. To delete your account and everything in it, email support@austinappsolutions.com from the address on the account; we will delete it within 30 days except where we must keep records to comply with law. Backups are purged on a rolling basis.
10. Security
Data is encrypted in transit (HTTPS) and at rest, access to production systems is restricted, and secrets are held in a managed secrets store. No method of storage or transmission is completely secure, and we cannot guarantee absolute security.
11. Your choices and rights
- You can view and change your profile and board in the app at any time.
- You can sign out of any device from the app or the extension.
- You can remove the extension from Chrome at any time; your board remains on the website until you delete it.
- You can revoke CollegeSend’s access to your Google account at myaccount.google.com/permissions.
- Depending on where you live you may have rights to access, correct, delete or export your information, or to object to certain processing. Email us and we will respond as the law requires.
12. Where data is processed
The Service is operated from the United States and your information is stored there. If you use it from elsewhere, you consent to that transfer.
13. Changes
We may update this policy. We will post the new version here with a new effective date, and for material changes we will notify you in the app or by email. Continued use after a change means you accept it.
14. Contact
Austin App Solutions LLC
support@austinappsolutions.com